The Project Management Communications Toolkit - Essay Example

Team objectives

Develop a logo and color code for the project and use them to raise awareness.

Conduct publicity campaigns on the campus to make students aware of the importance of charity.

Distribute pamphlets among students to raise awareness.

Get a space on the official website of the college for the publicity of the project.

Distribute caps and t-shirts with the logo and color code of the team to the college students, and jerseys to the basketball, volleyball, and football team.

Conduct fund-raising events in collaboration with various college teams and groups.

Analysis of strengths and developmental needs

In order to assess our team’s ability to achieve the target, we analyzed the skills and experience of each member of the team (see Pritchard, 121).

Strengths

All our members are native speakers and hence, all are capable of interacting with the students easily.

Two members have good graphic design skills that can be utilized to develop the color code, logo, pamphlets, and posters.

There are good levels of cooperation and collaboration in the team because all the members possess adequate knowledge about the various factors in teamwork.

As the team members are from the same college, all the members have adequate knowledge about the target audience.

Developmental needs

The area that requires development according to the analysis is the financial support for the project. It first requires some financial backup to function properly.

Functional roles

Leader                                  -           Joe

Researchers                          -           Rooney, Wilson

Designers                              -           Vincent, Robert

Slide/Presentation developer           -Katy

Web developer                     -           Melvin  

Marketing                             -           Teresa

Publicity                               -           Andrew

Finance                                -           Steve

Facilitator                             -           Stan

Team process management

The team has decided to have both face-to-face and online meetings. For each face-to-face meeting, the team will have a purpose, agenda, code of conduct, and expectations (SPACER)

Code of conduct:      Be punctual

                                  Follow the agenda

                                  One person speaks at a time

                                  Sidebars not allowed

Expectations: Before each meeting, members will be made aware of the expectations.

Decision-making

The team will first solicit suggestions from the functional champion. Then the subject will be open for discussion, and alternative solutions will be sought. Each person provides final statements. Then a final consensus is reached. Every conflict and problem will be thus discussed in meetings to reach a solution.

Communication methods

In addition to such meetings, the team will be utilizing various means of communication. There will be online meetings and communication using the phone.           

Expectations of team members

Regular attendance at meetings: Each team member is supposed to be present at every meeting and that too, in time. If a member is absent, a second person is supposed to fill that role.

Participation in meetings: It is necessary for each member to actively participate in the meetings. If it is found that any member is not showing interest in the meeting proceedings or the job assigned, the issue will be brought to the notice of the team leader and will be discussed in the meeting.

Courtesy and mutual respect: Members are supposed to show respect for all other members of the team irrespective of the importance of assigned roles.

Assessment of the performance and effectiveness

Every meeting will have time to look back into the performance till then, and the progress of jobs assigned to each member will be analyzed. Based on the reviews, necessary adjustments will be made.

Timelines

23-2-2012     -           Finalization of the project logo and color code. Finalization of the pamphlets, posters, and presentations

1-3-2012       -           The first awareness campaign at the campus along with the distribution of posters, pamphlets, t-shirts, and caps with the logo and color code.

23-3-2012     -           Completion of marketing efforts

1-4-2012       -           The first fundraising event in collaboration with the college basketball team

23-4-2012     -           The second awareness campaign at the campus

1-5-2012       -           The second fundraising event in collaboration with the college volleyball team